Advance Payments

Release 4.6C

HELP.PYINT

Advance Payments

SAP AG

Copyright
Copyright 2001 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft , WINDOWS , NT , EXCEL , Word , PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. IBM , DB2 , OS/2 , DB2/6000 , Parallel Sysplex , MVS/ESA , RS/6000 , AIX , S/390 , AS/400 , OS/390 , and OS/400 are registered trademarks of IBM Corporation. ORACLE is a registered trademark of ORACLE Corporation. INFORMIX -OnLine for SAP and Informix Dynamic Server Informix Software Incorporated.
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Advance Payments

Icons
Icon Meaning Caution Example Note Recommendation Syntax

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Advance Payments

SAP AG

Contents
Advance Payments.............................................................................................5
Qualified Advance Payments ....................................................................................................... 6 Making a Qualified Advance Payment ............................................................................................ 8 Unqualified Advance Payments................................................................................................... 9 Creating a File for an Unqualified Advance Payment ................................................................... 11

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Advance Payments Advance Payments

Advance Payments
Use
The SAP System differentiates between qualified and unqualified advance payments.

Qualified Advance Payments

With qualified advance payments, payroll takes place for some of the payroll elements in the first payroll run, and is transferred if necessary. The payroll run is not ended. Instead, it receives the Payroll Correction status. During the correction phase, you enter more payroll elements. In the subsequent payroll runs you carry out payroll for these remaining payroll elements and transfer them to your employees. The payroll program only finishes when accounting has been performed for all payroll elements.

Unqualified Advance Payments

Employees may receive an advance salary payment prior to the payroll run. In this case, only the employees master data is imported for the transfer. No payroll run is performed. Wage types entered in the following infotypes are taken into account: External Bank Transfers infotype (0011) Recurring Payments and Deductions infotype (0014) Additional Payments infotype (0015)

The transfer is effected gross for net, since there is no payroll run to calculate deductions such as taxes and social insurance contributions. Net accounting for the advance payment takes place during the payroll run, which is performed later. This type of advance payment is known as an advance payment on the basis of master data. The payroll run takes place at the end of the payroll period. An unqualified advance payment is independent of the payroll period and is therefore considered a period-independent activity.

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Advance Payments Qualified Advance Payments

SAP AG

Qualified Advance Payments Use

Make a qualified advance payment to carry out payroll and to transfer some of an employees payments during the current payroll period. Payroll and transfers occur several times within a payroll period.

An employee should receive the basic payments during the current period. Bonuses for overtime or holiday payment should be calculated and paid later.

Payroll result
Table of bank transactions /559 ... 20.05.1998 15:29:13

Pre. program DME (1st payment )

Payroll result
Table of bank transactions /559 ... 20.05.1998 15:29:13 /558 ... 31.05.1998 16:45:03

Pre. program DME (2nd payment)

1st payroll run

2nd payroll run

Released for payroll Period 05.1998

Released for correction Period 05.1998

Released for payroll Period 05.1998

End of payroll run Period 05.1998

The following procedure takes place if you carry out payroll for an employees basic payments in the first payroll run and for their bonuses in the second run: First Payroll Run The Transfers wage type (1559) is found in the Bank Transactions (BT) table of the payroll cluster along with amount to be transferred from the basic payments. In the payroll run the System compares the amount to be transferred from all the payments with the Transfers wage type (1559), which was formed in the first payroll run. The System determines the difference between both the transfer amounts and from this it forms the Payment of the Balance wage type (1558).

Second Payroll Run

Integration
To transfer the amounts in connection with the payroll run, you start the preliminary program Data Medium Exchange (RPCDTAx0) by choosing the menu path Payroll Bank Transfer.

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Advance Payments Integration

First Transfer Run: The Indicate Transfers indicator must be set. The Transfer wage type (1559) is then marked as transferred with the date and time. Second Transfer Run: You restart the preliminary program Data Medium Exchange The System recognizes the amount from the Transfer wage type (1559) which has a time stamp as being already transferred and only transfers the amount from the Payment of the Balance wage type (1558).

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Advance Payments Making a Qualified Advance Payment

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Making a Qualified Advance Payment

Procedure
1. Release the payroll run (see Releasing the Payroll Run [Ext.]). 2. Run payroll (see Run Payroll [Ext.]) 3. Make the advance payment ( see the respective country-specific section Wage and Salary Payments under Payroll <Country> Subsequent Activities). 4. Release the payroll for correction (see Correcting Payroll-Related Master Data and Time Data [Ext.] ) 5. Enter the data for which you want to perform a payroll run separately.

When an advance payment is created, a flag is set for transferred wage types. You cannot change the payee data and transfer amounts for these wage types, which are flagged as already transferred, during the correction phase. The employee would otherwise be rejected in the payroll run after the correction phase. 6. Repeat steps 1 to 5 until you have entered all data for which split payroll must be performed. 7. Exit the payroll run (see Exiting the Payroll Run [Ext.])

Result
You have effected a qualified advance payment and have transferred and run payroll separately for several of an employee's payments.

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Advance Payments Unqualified Advance Payments

Unqualified Advance Payments Use

To give an employee an advance payment from the master data you carry out an unqualified advance payment. You can make advance payments without performing a payroll run. You simply start a transfer run, which reads the wage types from the following infotypes. External Bank Transfers infotype (0011) Recurring Payments and Deductions infotype (0014) Additional Payments infotype (0015)

Ext. Bank Transfers (Infotype 0011)

Infotype Edit Goto Extras

Recur. Payments/Deds. (Infotype 0014)

Infotype Edit Goto Extras

Additional Payments (Infotype 0015)

Infotype Edit Goto Extras

Advance payment Payment data

Payment medium program

Personnel No. 1810

Additional Payments Wage type Amount

M140 Voluntary payment 500,00 USD

During the transfer run a file is created, which contains the amounts assigned to these wage types. The file then creates transfer forms as transfer mediums for the bank or data mediums for data medium exchange. An unqualified advance payment is also known as an advance payment based on master data. The transfer advance payment is an estimation of net pay, without deductions. At a later point, usually at the end of the payroll period, a normal payroll run takes place to calculate the net amounts for the advance payment. The wage types, which were transferred as part of the advance payment, must be included in the ordinary payroll run, but should be considered as already paid. To ensure this, the wage types permitted for above-mentioned wage types must be coded accordingly. For more information on wage type coding [Ext.], see The Implementation Guide.

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Advance Payments Use

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Advance Payments Creating a File for an Unqualified Advance Payment

Creating a File for an Unqualified Advance Payment

1. In the payroll menu choose Period-Independent Reporting Advance Payment. 2. Enter the appropriate values in the fields and set the required indicators. 3. Flag the Test parameter.

This Set flag for transfers parameter prevents the wage type amount from being overwritten and transferred more than once when the payment run is repeated. The system calculates the amount of the difference for the respective wage type in the new payment run instead. 4. Choose Program Execute or Execute + Print or In Background. 5. Use the log to check that transfer data is complete and correct. If necessary, correct the data. 6. Deselect the Test parameter and run the report again (see step 8).

A process log is displayed after the report has run. The program run date and an identification feature appear below the process log header. Please make a note of both data. The Run Date and Identification Feature parameters are queried in the Create Transfer Medium step. 7. Lastly create your Payment medium [Ext.] You have effected an unqualified advance payment.

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